Enabling AP/AR Control with Invoice Workflow Automation for a Multi-Entity Group

INTRODUCTION 

A company managing operations exceeding $400 million, partnered with Mercurius Advisory Services to bring structure, visibility, and fraud protection to their financial operations. With a focus on accounts payable (AP) and accounts receivable (AR) management, they needed a trusted partner to streamline processes and improve financial oversight.

DISCUSSIONS

Operating at a high volume and across multiple entities, the client needed precision, compliance, and real-time financial insights. Timely approvals, organized expense tracking, and actionable metrics were central to their goals. Our experience in handling multi-entity structures and fraud-resistant systems made us the right fit.

REQUIREMENTS

The scope of work included:

• Efficient AP/AR management for a $400M+ operation
• Timely invoice tracking and approval workflows
• Organized, fraud-resistant expense processes
• Accurate financial reporting and compliance with regulatory standards

SOLUTION

Our in-house team of experts, equipped with fraud controls and entity-level clarity, implemented the following solutions:

1. Invoice Routing and Tracking:
   Leveraged FreshDesk and QuickBase to centralize invoice tracking and route them for multi-level approvals, ensuring timely processing and accountability.
2. Strategic Payment Scheduling:
   Planned vendor payments to maintain healthy cash flow and avoid bottlenecks, reflecting our commitment to operational agility and financial control.
3. Expense Controls and Fraud Checks:
   Filtered non-core expenses and implemented red-flag tracking to mitigate fraud risk, strengthening financial governance.
4. Structured Recordkeeping:
   Organized all expenses by entity and month, creating clean, audit-ready records and enabling seamless reviews and reconciliations.
5. Financial Metrics & Reporting:
   Delivered real-time insights into Days Payable Outstanding (DPO), AP turnover, and other key financial indicators, empowering leadership with data-backed decision-making.

Through dedicated support, quick turnaround, and strong communication, we aligned our process to the client’s unique operational needs, reinforcing our reputation for tailor-made solutions and regulatory precision.

CONCLUSIONS 

This partnership delivered streamlined AP/AR workflows, fraud-resistant systems, and high-quality financial reporting. With enhanced visibility and control over their cash flow, the client is now equipped for smarter decisions and audit-ready compliance, making our collaboration a vital contributor to their continued success.